Administrative Associate - UNDP/Ethiopia

Background

Under the overall guidance and supervision of the Operations Advisor, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO, Regional Service Center (RSC) and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: Implementation of operational strategies Efficient administrative support Support to supply and assets management Support to administrative and financial control Coordination of Registry and Receptionist functions Support to knowledge building and knowledge sharing Duties and responsibilities: 1.    Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); Preparation of administrative team results-oriented work plans. 2.    Ensures efficient administrative support , focusing on achievement of the following results: Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses; Organization of workshops, conferences, retreats; Provision of general administrative services and office space management; Supervision of cleaning services. Coordination of transportation services, regular vehicle maintenance and insurance; Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report; Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report; Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. 3.    Provides support to proper supply and assets management, focusing on achievement of the following result: Support to the management on physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.  .  Oversight of disposal of items and accuracy of inventory data; Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property.  Ensure that managers sign off on the physical count and correctness of the inventory system database; Preparation, certification and timely submission of inventory reports; Coordination of the provision of reliable and quality office supplies. 4.    Provides support for effective administrative and financial control in the office, focusing on achievement of the following results: Provision of inputs in the preparation of the unit budget; Maintenance of administrative control records such as commitments and expenditures; Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; Consolidation and preparation of summary statements for inclusion in the financial statements; Coordination of cost-recovery arrangements for the services provided by the office; Proper control of supporting documents of funds and activities; Provision of the information for the audit. 5.    Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results: Provision of efficient general reception and information services; Provision of reliable registry services. 6.    Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: Training of staff on the administrative procedures; Briefing/debriefing of staff members on issues relating to area of work; Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies: Demonstrating/safeguarding ethics and integrity  Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making Functional Competencies:        Building Strategic Partnerships           Level 1.1: Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives Promoting Organizational Learning and Knowledge Sharing          Level 1.1: Basic research and analysis Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Job Knowledge/Technical Expertise          Level 1.1: Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Promoting Organizational Change and Development          Level 1.1: Presentation of information on best practices in organizational change Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems          Level 1.1: Data gathering and implementation of management systems Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems Client Orientation          Level 1.1:  Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability and Results-Based Management          Level 1.1:  Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports

Required Skills and Experience

Education:  Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement. Work experience and skills:  At least 6 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Apply HERE Languages:  Fluency in English and the national language of the duty station.